Staff Separation from Employment Policy

Purpose:

This policy provides guidance for general employment policies including at-will employment, employment references, and separation from university employment.

Policy:

Employment “At-Will” - Employment of staff at Willamette University, whether exempt or non-exempt, is "at-will." Just as a staff member may end the employment relationship at any time with or without cause or notice, the University may end the employment relationship at any time with or without cause or notice. While the University generally adheres to progressive discipline (including verbal counseling, written warnings, final written warnings, suspension, and discharge) where policy violations are involved, and also may provide for periods of notice prior to involuntary separation where it deems appropriate, it is not bound or obligated to do so. This “at-will” status also permits the University to alter employment status, classification, hours, schedule or position assignment at its own discretion with or without notice or cause. Staff members are not guaranteed, in any manner, that they will be employed for any set period of time. No one in the University, except the President, in a written, signed contract, may make any representation or promise to the contrary.
Employment References - All requests for employment and salary verifications and job references should be referred to the Human Resources office. Generally, without specific written authorization from an employee, or former employee, only their job title, verification of employment dates and job duties will be released outside the University. The Human Resources office will seek to validate all requests for employment verification through information validation practices.
Separation from Employment
1. Breaks In Service - Employees who separate from employment and are subsequently re-hired within six months of their termination date will not be considered to have a break in service. Employees who voluntarily resign and are re-hired after six months of their termination date will be considered new employees and will be required to serve any applicable waiting periods in order to receive benefits.
2. Voluntary Resignation - Willamette staff may choose to terminate their employment with Willamette University at any time and for any reason. While there is no policy requirement for notice, Willamette appreciates the good faith shown by those who choose to provide a period of notice, usually at least two weeks. Adequate notice may also be necessary to retain eligibility for rehire. In addition to resignation, employees may be considered to have voluntarily terminated when they are absent without notification for three consecutive working days or do not return from an approved leave of absence.
  1. In addition to providing the University with sufficient notice of resignation, employees are required to return all Willamette property including but not limited to keys, university IDs, computers and other technology, prior to the completion of their duties.
  2. The employee's final paycheck, including earned vacation, will normally be available on the last workday.
  3. Employees who plan to retire are encouraged to provide the University with a minimum of a three month notice.
  4. Employees who are leaving the employ of Willamette University will be compensated for unused accumulated vacation leave at the time of termination.
  5. An employee's date of termination is the last day worked. Employees may not use accumulated unused vacation leave to extend the employee's length of service with the University.
3. Involuntary Separation - As set forth above, the employment relationship between staff and Willamette University is “at-will;” just as an employee has the right to leave employment with the University at any time and for any reason, the University may terminate an employee's employment at any time, with or without cause, and for any reason not specifically prohibited by law. The University reserves the right to be the sole judge of whether termination is appropriate and the processes that will be followed. While the University generally adheres to progressive discipline (including verbal counseling, written warnings, final written warnings, suspension, and discharge) where policy violations are involved, and also may provide for periods of notice prior to involuntary separation where it deems appropriate, it is not bound or obligated to do so.
4. Separation Due to Position Elimination or Reorganization - To effect a supportive separation of employment when position elimination or reorganization is necessary, the University will generally offer separation pay to regular employees eligible for the University's full benefits offerings, but is not required to do so. Where separation pay is offered, the employee will be required to sign a separation agreement which includes a release of claims and other terms as a condition of receiving separation pay, as follows:
  1. Four weeks of base pay for staff with at least one year of service with an additional week of base pay for each year of service over one year with a maximum payment of 16 weeks of base pay; and,
  2. The cash equivalent of the employer portion of the employee’s current health and dental benefits for one month for staff with at least one year of service with additional months according to the calculation under section i, with a maximum of four months.
  3. All amounts under i and ii are subject to applicable taxes and withholdings.
Exit Interviews - When employees give notice of resignation, Human Resources will seek to schedule an exit interview. If an employee would like to proactively request an exit interview, the employee should contact Human Resources. During this meeting the employee has an opportunity to share any comments regarding their job, their department, or Willamette University.

Effective Date: May 12, 2025
Responsible Person/Primary Contact: Assistant Vice President for Human Resources
Responsible University Office: Human Resources